Facilities Administrative Assistant IV

Facilities Administrative Assistant IV

Posting Number: R0007088
Location: Salem Campus

POSITION SUMMARY

The Facilities Administrative Assistant IV performs a wide variety of Facilities support duties, blending office accounting and clerical support with the oversight and operation of the Facilities service request system.

RESPONSIBILITIES

• Practices and encourages Facilities Team workplace expectations.
• Understands the University's financial accounting, purchasing policies/procedures and adheres to them when reviewing vendor billings.
• Verifies departmental accounts, processes departmental invoices and utility bills for manager approval, and forwards them to the Accounting Office in a timely manner.
• Manages the entire lifecycle of contracts, including drafting, editing, and administering agreements and issuing Notices to Proceed.
• Coordinates project documentation between contractors and Facilities Management staff
• Acts as primary administrator of the Facilities Services Request System.
• Oversees, operates, and evaluates data within the Facilities Service Request System to compile and analyze reports for Facilities Management and Campus Housing staff
• Serve as the primary point of contact for students and staff regarding service requests, actively monitoring progress through regular communication with maintenance personnel to provide timely updates on active, late, or delayed work orders.
• Greets visitors and answers phones, routing calls to appropriate staff or taking messages.
• Handles emergency work requests and phone calls quickly and confidently, dispatching staff as necessary via phone or two-way radio.
• Issues keys to faculty, staff, and contractors while maintaining strict confidentiality.
• Maintains records for outside contractors, including Onsite Contractor Work Agreements, keys, and insurance certifications.
• Maintains logs for elevator and pest control services, and tracks utility shutdowns, fire alarm impairments, and 'hot work'.
• Orders and maintains office supplies inventories.
• Prepares reports, forms, journal entries, and correspondence as directed by leadership.
• Performs specialized duties such as web page updates, asset management database support, and utility records management.
• Maintains and safeguards confidential departmental records, files, and office administration information.
• Performs other duties as assigned.

QUALIFICATIONS

• Any combination of education and experience that provides the required knowledge, skills and abilities to perform the essential functions of the position. High school education with some college coursework preferred.
• Two years of job-related work experience.
• Proficient use of a personal computer and software programs such as Word, Excel.
• Ability to work in a fast-paced team oriented environment.

Typical Work Schedule: 7:30am - 4:00pm M-F

Salary: $21.99 per hour (~$45,740 annually)